JOB TITLE

Logistics & Information Technology Assistant

LOCATION

Aden and visiting other Governorates if needed

REPORTING TO

Logistics Manager

OVERALL PURPOSE

This key role in the Country Program, in collaboration with others in the logistic & Global ICT Team, ensures functionality of logistics and ICT and applications including tickets prioritization and resolution within requested timeframe. Ensures that Medair users have access to the software and productivity tools they need on their computers and phones across all country programs to enable our teams to perform their work in the most effective and efficient way within the constraints of the specific contexts. 

PROJECT OVERVIEW

Medair is in the process of establishing in Aden. Planned initial integrated responses include provision of primary health care and nutrition, with a particular focus on children and mothers.

FUNCTIONAL LINKS

INTERNAL

Logistics Officer, Senior Logistics Officer, Logistics Manager, Global ICT

EXTERNAL

Suppliers, Service Providers, Representatives from other NGOs, visitors including donors and media team

Helpdesk

• Monitor the queue of assigned IT end-user tickets and resolve them according to given priority.
• Dispatch tickets to the second level support in Security, Infrastructure and Applications teams. Cooperate during ticket resolution when needed.
• Proactively analyse tickets history, detect common issues and propose solution
• Supervise 3rd party vendor and cooperate during troubleshooting of IT user problems
• Immediately escalate high priority issues to Service Desk Team Leader
• Look for tools/solutions improvements and automation in the domain of helpdesk.

LOGISTICS TASKS

 WAREHOUSE TASKS

• Key duties include, but are not limited to:

Procurement:

• Procurement of materials, equipment and services required for effective operations, in accordance to Medair processes and procedures
• Facility management
• Organise maintenance and repairs at guesthouse and office as instructed by the line manager
• Plan the work schedule of the cook and the cleaner.
• Arrange procurement all facility supplies.
• Liaise with the landlord for payments and other questions.
• Liaise with provider for water, city power and other required utilities for procurement, payment and follow up, make sure all water and power is available 24/7
• Liaise with the Medair Security Focal point about procurement and stock management of security supplies.
• Organise and manage Casual Workers for additional facility work.
• Equipment management
• Responsible for equipment inventory and equipment allocation documents
• Responsible for equipment repair with the required documents
• Test programme related security equipment on a monthly basis and report any issues to the line manager.

  Key duties include, but are not limited to:       

• Ensure that transportation and storage of medicines, medical supplies and other supplies complies with good distribution practices (GDP) and Medair drug guidelines.
• Ensure that the warehouse is clean, organized, and free of pests at all times.
• Receive supplies from Medair, external suppliers or other organizations, ensure the required quality and quantity and enter supplies into the stock.
• Maintain accurate stock records for all medicines and supplies in the warehouse.
• Monitor the temperature and humidity of the warehouse on a daily basis and report any concerns to line manager, submit weekly reports on temperature and humidity.
• Ensure stock is stored according to its requirements.
• Submit weekly stock reports, indicating which items are near to expiry and/or minimum stock levels.
• Report any loss or damage of stock and supplies immediately to your line manager.
• Conduct a physical inventory of all stock on a monthly basis.
• Fulfil stock requests in a timely and accurate manners.

Administration

• Manage inventory tracking of all hardware and software in Medair using appropriate tools
• Supervise and track hardware repairs for Field and GSO cooperating with Logistics and 3rd party vendors
• Stock management for GSO IT consumables

Personal Computers and IT peripherals support

• Imaging of New Field / GSO Laptops and Desktops
• Preparing user workspace by installation of GSO User PC, Telephones and IT peripherals
• Train GSO staff by creating user manual documents and best practices for end-users
• Configure and troubleshoot end user IT equipment, hardware/software problems
• Previous experience in IT related work

Application Support

• Perform installation, configure user access to standard and custom Medair applications.
• Troubleshoot user issues on common applications as MS Office, Intranet etc.

Innovation/changes

• Holder of this position is required to proactively analyse the ticket history and provide recommendations for needed improvements within ICT systems and solution to increase systems efficiency.

Team Spiritual life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.

COORDINATION

• Submit weekly activity plans and report to your line manager by email.
• Develop and maintain positive relationships with different Medair Teams and external suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.
• Work closely with colleagues and line manager to mitigate the risks of loss and fraud through open and transparent relationships and complete and accurate paperwork.

Others

• This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Cross training matrix

• Global ITS Teams Member

• University degree in relevant subject

Required

Desirable

MOTIVATION

• Enjoys a challenge and works hard to achieve objectives
• Able to solve problems independently
• Passionate about serving those in need, no matter the ethnic background
• Self-motivated and Enthusiastic

• Desire to learn new skills and different approaches to situations

TEAM-BUILDING

• Team player with good interpersonal skills
• Experience of working in a diverse team with different cultures, backgrounds, and beliefs

ADAPTABILITY

• Willing and able to work under pressure, in challenging situations, with security risks, and to manage personal stress levels
• Able to adapt communication strategies for different situations
• Willing to work extra hours when needed

• Willingness to be stretched professionally and personally

TECHNICAL EXPERTISE

• Understand new techniques and Media ICT policies

MANAGEMENT & LEADERSHIP

• Ability to encourage and motivate others, line management of staff

• Ability to work within hostile environments and deal with conflict

Required Educational Background / Experience/ Technical and Personal Know-Hows

Level of education required

• Recognised apprenticeship in Informatics & Networks

Additional certification and/or field of specialisation

• Logistic certificate & ICT Certifications (OS, Networking, Security, Cloud) desirable

Working experience required

• 1-2 years of experience in a Logistic and IT support role

Language skills

• Fluent in written and spoken English, (any local language)

Information system skills

Ticketing Systems:

• Jira

Operating systems:

• Microsoft Active Directory services
• Office 365, Azure, AWS, Box

Applications:

• Supporting MS Office 365

Network:

• Cisco Meraki
• Basic Wired and wireless network management
• Routing principles

Helpdesk:

• IT end-user support using ticketing systems as Helpdesk function
• Software installation, updates on a regular basis
• Supporting office equipment, e.g. printers, beamers, scanners
• Vendor management

Behavioral skills

• Self-propelled person that likes to work
• Remote worker – experienced in working on a daily basis with a remote team
• Flexible and resilient team player with a positive attitude
• Excellent communication skills, especially in explaining complex technical concepts to senior management and business users.
• Willingness to work for the mission of Medair
• Challenging others and being challenged in return
• Can-do attitude when tackling day-to-day tasks
• Proactively finds solutions rather than waiting to be told the answers

WORK CONDITIONS

• Position will be based in the Medair Aden Office, with field trips outside the city/town, within Aden and other Governorates. The candidate will need to be flexible on time depending on the project needs.
• Working hours will be 08:00 to 16:30 with 30 minutes for lunch.

SALARY

• According to Medair standard salary scale